City of Peterborough Temporary Road Closure Event Application

City of Peterborough2014 Special EventsTemporary Road Closure andEvent Manual(with Applicable Application Forms)Prepared by:The Corporation of theCity of PeterboroughLegal Services and City Clerk’s Office500 George Street NorthPeterborough, OntarioK9H 3R9Contact:City Clerk’s OfficePhone: 705-742-7777 ext. 1820Toll Free: 855-738-3755Fax: 705-742-4138E-mail: clerk@peterborough.ca

Background and Supporting StatementEach year the Corporation of the City of Peterborough (the “City”) receives many requestsfrom individuals and groups seeking to operate special road closure events on City streets orother City property.It is important to coordinate all events in the City in order that municipal staff cancommunicate policies, guidelines and provide support to these event organizers and ensurepublic safety is preserved during operation.The City recognizes that special events enhance tourism, culture, recreation, education andprovide opportunities for businesses in and around the City. For ease of reference thismanual will refer to parades, processions, marches and other activities that require atemporary road closure, lane reduction or rolling road closure collectively as events.PurposeThe purpose of the Temporary Road Closure and Event Manual (the “Manual”) is toincorporate into one manual policies and procedures used by various divisions within the Cityto process applications for events. It will also outline an approved policy regarding theoperation of events on City property, streets and roadways (“Highways”) and the associatedfees and charges for related services provided by the City.Definition of a Road Closure or Parade EventEvents are a one-time, annual or special activity, that utilize a highway, thus requiring aTemporary Road Closure and Event Permit. The municipal lands affected by a tempoaryroad closure take place on what is referred to as the “travelled portion” of a public highway.The travelled portion may include the right-of-way, or paved portion for vehicles, or thesidewalk or boulevard.The primary characteristics of an event that requires a temporary road closure are:• The main purpose is to celebrate or display a specific theme;• There are predetermined opening and closing dates/times;• The event may consist of several separate activities in which parks or municipalbuildings may be rented in conjunction with a road closure event.During a temporary road closure only those parties organizing the event have access to thetravelled portion of the highway.A rolling road closure, managed by the police, is one type of temporary road closure and isused to permit a small parade or procession. A rolling closure interrupts the flow of traffic fora shorter period of time than a temporary road closure.Page 2 Temporary Road Closure Event Manual 2014

During a lane closure only those parties organizing the event will have access to the closedlane. Traffic will be maintained on the highway on the remaining lane(s).To further define events there are at least twelve subcategories:• Harvest and Agriculture• Commemorative• Cultural• Sports• Theatrical• Raising Awareness• Artistic• Festivals• Commercial• Neighbourhood Celebration• Cinamatographic• FundraisingPage 3 Temporary Road Closure Event Manual 2014

General Policies and ProceduresRules and Regulations:1. Applicants requesting approval to hold an event utilizing a City highway must completea ‘Temporary Road Closure Event Application Form’. The form is part of this manual.2. All legislation, by-laws, regulations and conditions outlined in the Agreement must beadhered to by the event applicant.3. The event applicant shall adhere to all temporary road closure policies andprocedures. In the interest of public safety, failure to comply may result in closure ofthe event and will negatively impact future applications (e.g. City park permit or futureroad closures).4. The applicant is required to provide evidence to the Clerk of all necessarylicenses/permits required to operate the event. Where use of lands/parkinglots/waterways are required as part of the event, the applicant must provide the Clerkwith documentation from the other approval agency permitting such use.5. If an event operates sucessfully, the event operator will be given first priority to reservethe use of the highway for the same date next year (extenuating circumstances mayapply). An application will still be required.6. Groups that intend to start/finish in a City park, for their event must request use of the parkfrom the Recreation Division. A park permit will be required. Alternately, groups whointend to gather in Confederation Park, for a purpose and decorum consistent with thesymbolism of the Cenotaph, must notify the City of Peterborough, Recreation Division, byletter, no less than 30 days in advance.7. Applications must be received not less than 90 days prior to the event.Applications may be received no earlier than 365 days prior to the event.Exceptions to this policy will be solely at the discretion of the City Clerk. Anyapplications received less than 90 days prior to the event must submit payment for therelated Administrative fees with the application ($375 total). Administrative fees forcancelled events will not be refunded.8. The City Clerk’s Office is the principal contact for the Temporary Road Closure andEvent Application. They will initiate the process to approve a temporary road closurewith other divisions of the City and the Peterborough-Lakefield Community PoliceService (the “police”), for their review.9. The applicant, or designate, must be present on site at the event for the duration of thetemporary road closure event.10. The applicant shall inform all businesses and residents in the area of the closure, byletter or hand-delivered memo, at least 14 days in advance of the event, of theparticulars of the approved temporary road closure and any detour route available. Acopy of this notice shall be provided to the City Clerk.Page 4 Temporary Road Closure Event Manual 2014

11. Possession and/or consumption of alcoholic beverages in a park or on the closedportion of a highway is prohibited unless approved by the Arenas, Parks andRecreation Committee and authorized by the issuance of a Special Occasion Permitby the Liquor Control Board of Ontario and the Alcohol and Gaming Commission ofOntario. Note: The Arenas, Parks and Recreation Committee meets on the thirdTuesday of each month.12. Fire hydrants must not be obstructed; there must be a clear view from all directions,leaving a 3m radius around each hydrant.13. Approval is contingent upon ensuring adequate signage and barricading and providingadequate emergency access at all times to the satisfaction of the TransportationDivision, Fire, Police, Public Works and City staff who have the right to determine theadequacy of same. Barricades must be easy to remove to allow emergency vehiclesto access the closed portion of the street and must be placed in accordance with thetraffic control plan (provided by the City). The Public Works division will supplybarricades to locations required and remove/pick up. The event applicant will locatethe barricades on the traveled portion of the highway and remove following the event.The applicant shall be responsible for all costs related to road closure costs. PleaseNote: All costs for detour signage/barricades are contingent on the route itselfand must meet the requirements of Book #7 of the Ontario Traffic Manual.14. If main streets are closed during parking enforcement hours the applicant will beresponsible for the payment of lost parking revenue (on weekdays only). If police orTraffic Division determine “Emergency No Parking” signs are necessary they shall beinstalled by Public Works; the applicant shall be responsible for any related fees. Toaccommodate installation of optional “No Parking” signs, the Applicant must provide aminimum of two weeks notice.Securities1. The applicant must maintain public liability insurance of at least $2,000,000. Thisinsurance policy must include the City of Peterborough, the Peterborough LakefieldCommunity Police Service and the Peterborough Lakefield Police Services Board asadditional insureds. There will be no exception to this policy. Proof of insurance mustbe provided to the Clerk not later than 14 days prior to the event. The applicant mustagree to indemnify, hold and save harmless the City and the police from and againstany liability, loss, claim, demand, cost or expense, including legal fees, occassionedwholly or in part by any negligence or act or omission during the use of City property.Please Note: “City-sponsored” events will not require insurance as they will becovered by the City of Peterborough insurance policy. A “City-sponsored” eventis an event that has been approved by the Arenas Parks and RecreationAdvisory Committee.2. The City reserves the right to set higher insurance limits depending on the type ofactivity planned during the event (e.g. fireworks displays, amusement rides and/or saleof alcoholic beverages).Page 5 Temporary Road Closure Event Manual 2014

3. The applicant is responsible for obtaining a certificate of insurance from everyorganization participating in the event. The certificate shall name the applicant, theCorporation of the City of Peterborough, the Peterborough Lakefield Community PoliceService and the Peterborough Lakefield Police Services Board as additional insureds.4. The Applicant is responsible for obtaining a “release and waiver” from every personparticipating in the event. The release and waiver shall release the applicant, the City,the Police and the Police Services Board from any liability for personal injury or deatharising out of the person’s participation in the event and contain a provisionacknowledging that any risk or possibility of injury or death arising out of participatingin the event is voluntarily assumed by each participant. A sample waiver is includedwith this application as Appendix A.5. If you wish to discharge fireworks, written permission from the Fire Chief or designatewill be required. The 90 day lead-time applies to this request. The applicant mustindicate that a certified pyrotechnician will be on site for the event and suchpyrotechnician will provide a valid supervisor/user’s card with identification numberand expiry date, as per the Explosives Act (Canada). The applicant must indicate onthe application form that fireworks will take place. Written approval for fireworks mustbe issued 14 days prior to the event in order to proceed with your plan for fireworks.6. Once the Application has been approved, the event applicant is required to enter into a‘Road Closure or Event Agreement’ outlining the conditions of the approval. TheApplicant must submit two executed copies at least 14 days in advance of the event.Site Clean-up/General Maintenance1. The applicant is responsible for the clean up and/or removal of all garbage uponcompletion of the event.2. The City will provide all normal maintenance services. Any additional maintenancerequired by the applicant prior to, during or following the event shall be theresponsibility of the applicant.3. The City will not supply garbage pick up for an event unless the applicant pays for thisservice.FundingAll registered charitable organizations have the option of applying for possible parade fundingfor their event. An official charitable registration number is required.To apply for funding, the organization must complete the application on page 11. A budget forthe event outlining revenues and expenditures must accompany the application.The Chair of Corporate Services shall make the final decision regarding any parade fundingfor policing, barricade or administrative costs.Page 6 Temporary Road Closure Event Manual 2014

ItemAdministration Costs:Barricade/Signage CostsTraffic Administration Costs2014 Event FeesFee• $150 per application• A written estimate of fees will be provided for complexroad closures upon request• Emergency No Parking Signs – a written estimate willbe provided• Full Road Closures will incur fees ranging from $500 to$2,500 to create and install signs, larger events willincur higher costs• The placement and removal of barricades by Publicworks staff is optional and is based on a rate of $60 perhour. There are no fees for barricades if the applicantpicks up, installs and returns barricades to PublicWorks• $100 per applicationParking Fees-in-lieu• $10/occupied space on weekdays, no charge onSaturday/Sunday/Statutory HolidayPolicing Fees• $125 administrative fee per event• A minimum of two officers are required per event at$63/hr (January to June) and $65/hr (July to December)• Supervisor fees are $68/hr (January to June) and$70/hr (July to December)• If five or more members are assigned, one of theseshall be a supervisor• A minimum of two police vehicles are required perevent at $100/vehicle. If the organization is a registeredcharity or non-profit, vehicle fees are waived.• A minimum of three officers are required per liquorlicensed event at the above rates• If the event is not a parade or procession, or is one thatdoesn’t require a temporary road closure, administrativefees are set at $5/officerPlease Note: This is a basic fee schedule, depending on the complexity of the event andbarricade or policing requirements, additional fees may be applicable. Fees must be paid in full14 days prior to the event. An Event Agreement will not be executed by the Mayor and Clerkuntil all fees and documentation have been received by the City Clerk. Fees are listed at thetime of printing and may change throughout the year.All registered charitable organizations have the option of applying for possible paradefunding for their event. To apply for funding, the organization must complete theapplication and submit a budget for the event outlining revenues and expenditures. TheChair of Corporate Services shall make the final decision regarding any parade fundingfor policing, barricade or administrative costsPage 7 Temporary Road Closure Event Manual 2014

City of PeterboroughTemporary Road Closure Event ApplicationPlease file this application at the City of Peterborough, Clerk’s Office, 500 George Street North,Peterborough, Ontario, K9H 3R9APPLICATIONS MUST BE FILED NO LESS THAN 90 DAYS PRIOR TO THE EVENT.APPLICATIONS MAY BE FILED NO MORE THAN 365 DAYS PRIOR TO THE EVENT.ALL APPLICATIONS ARE TO BE RECEIVED AND CIRCULATED BY THE CLERK’S OFFICE.APPLICATIONS CIRCULATED BY EVENT ORGANIZERS WILL NOT BE CONSIDERED FOR APPROVAL.IF APPROVED, AND ALL CONDITIONS MET, A TEMPORARY ROAD CLOSURE AND EVENTAGREEMENT WILL BE EXECUTED AND ISSUED 14 DAYS PRIOR TO THE EVENT AND MUST BECARRIED BY THE APPLICANT DURING THE EVENTName of Organization:Name of Event:Name of Applicant:Telephone (Bus):Telephone (Home):Email Address: Fax: Cell:Address:Does this Event include a Parade? YES NORoad Marshall(s):(If different from applicant, provide all address and telephone number(s))Date and Time of Event including set up and take down time:Does the Event require the installation of “No Parking” signs?Are there fireworks involved with this event?Does the event require a liquor licence?No. of Vehicles No. of Bands No. of participantsPlease further define your event as per the following twelve subcategories:Harvest and Agriculture Commemorative Cultural Sports Theatrical Artistic Awareness RaisingFestivals Commercial Neighbourhood Celebration Cinematographic FundraisingOutline the type of event your organization would like to hold and how this event would benefit the City of Peterborough.Outline how this event will be supported and where revenues derived from this event will be distributed.Page 8Temporary Road Closure Event Application Form

City of PeterboroughTemporary Road Closure Event ApplicationPlease list your preference for temporary road closure, rolling road closure or lane closure.The City reserves the right to alter any route applied for as part of the event. Using aseparate piece of paper, include a sketch, diagram or map of the route.Set Up: Start TimeEvent: Start TimeTYPE OF CLOSURE REQUIREDSee pgs. 2 & 3 for definitions.For rolling road closures, list eachsection of the route in a separate row.Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road Closure Rolling Road Closure Lane ReductionTemporary Road ClosureEnd TimeEnd TimeSTREET NAME FROM (Intersection) TO (Intersection)Page 9Temporary Road Closure Event Application Form

City of PeterboroughTemporary Road Closure Event ApplicationApplicants should note that a temporary road closure and event permit will not beissued by the clerk until:1. The Applicant has entered into a Hold and Save Harmless and Indemnity Agreement,otherwise known as “the agreement”, with the City;2. Proof of insurance in the minimum amount of $2 million dollars liability, naming boththe City of Peterborough and the Peterborough Lakefield Community Police Service asthird party insured, is provided to the City Clerk, City Of Peterborough, 14 days priorto the event; and3. All applicable fees are received by the City Clerk 14 days prior to the event.Payment may be made at the City Clerk’s office.Once issued, the Temporary Road Closure Approval/Event Agreement must be available forviewing at all times during the event.Cancellation PolicyWhen approval has been issued to any person, organization or group to hold an event,should it become necessary to cancel the event, any monies refunded to the organizer shallbe at the discretion of the City Clerk. Administrative fees will not be refunded.I hereby confirm I have read the above information, understand and agree to the contents ofthe application.Signature of Applicant:Date:In accordance with the Municipal Freedom of Information and Protection of Privacy Act, all information gatheredwill be used for the purpose of issuance of a road closure permit only.Page 10Temporary Road Closure Event Application Form

City of PeterboroughTemporary Road Closure Event ApplicationApplication for Financial AssistanceIf your organization is requesting funding to assist with the administrative, policing and/orbarricading fees associated with your event, this section must be completed. The Clerk willsubmit the request to the Chair of Corporate Services for consideration. Funding, or partialfunding, may be approved at the discretion of the Chair of Corporate Services.Please confirm the following: Our organization is registered as a charitable organization under the Provision of theIncome Tax Act.Charitable Registration Number (required)To qualify for funding, the following must be included with the application:• Detailed event budget that identifies all anticipated revenues and expenditures. Forfund raising events, the anticipated donation to a registered charity must be included inthe budget.Signature of Applicant:Date:Page 11Temporary Road Closure Event Application Form

Appendix ARelease and WaiverIn consideration of being permitted to take part in the (Event) ,on, (Date), 2014 the participant hereby releases,absolves, indemnifies, holds harmless and waives all claims against(Applicant) , the City of Peterborough, ThePeterborough Lakefield Community Police Service, and the PeterboroughLakefield Police Services Board from any liability for personal injury ordeath arising out of the my participation in the above named Event. Anyrisk or possibility of injury or death arising out of participating in the Event isvoluntarily assumed.Parents or guardians must sign for any child under the age of 18 by printingthe child’s name and signing the parent or guardian’s name.Print NameSignatureDate